Transaction & Operations Coordinator

Team Architects•Lexington, MA

16d•Onsite

About The Position

The Gayle Winters Team is hiring a full-time Transaction & Operations Coordinator to support its residential real estate operations in person at its Lexington or Winchester, Massachusetts offices. The team represents buyers and sellers, is affiliated with Compass as a Zillow Preferred Team, and is growing. The coordinator will manage transactions from contract to close and keep the team's back office running so agents can focus on selling. The role has a path to grow into broader operations leadership as the team expands and adds a dedicated transaction coordinator. The coordinator will serve as a key point of support for the team leader and agents, maintaining transaction files, deadlines, documents, systems, and reporting. The position also involves listing and event support, coordinating with clients and real estate transaction partners, documenting processes, and using AI tools to work efficiently. The role is in person and offers business-hour scheduling with flexibility for occasional evening or weekend client events.

Requirements

Experience in residential real estate, such as transaction coordination, agent or team support, or a closing, title, or real estate paralegal background.
Understanding of the residential real estate transaction process from contract to close and ability to work in a fast-moving industry.
Strong organizational skills and ability to manage multiple files and details without missing deadlines.
Comfort with CRMs and transaction or task management tools, including Follow Up Boss, Compass tools, and monday.com.
Experience with Google Workspace or Microsoft Office.
Hands-on experience using AI tools such as Claude or ChatGPT at work.
Professional communication skills, including the ability to respectfully and directly follow up with agents and the team leader about pending tasks.
Dependable, self-directed approach; takes ownership, completes work, and provides the team leader with updates at least every other day without prompting.
Ability to work in person at the Lexington or Winchester office.
Comfort with occasional evening or weekend events; the role is not strictly fixed 9-to-5.
Existing real estate experience sufficient to step into the role quickly; this is not an entry-level opportunity for someone new to real estate.

Nice To Haves

An active real estate license; it is not required.

Responsibilities

Manage transactions from contract to close, opening files and tracking inspection, financing, appraisal, and closing dates.
Coordinate with agents, clients, lenders, title professionals, attorneys, and inspectors to keep transactions moving.
Collect and organize transaction documents, identify issues early, and update agents on upcoming requirements and missing items.
Coordinate closing logistics and client follow-up, including requesting a five-star review.
Support agents by building listing presentation binders, preparing for open houses, handling listing paperwork, and coordinating photography, signs, and vendors.
Coordinate team meetings, call nights, and client events.
Regularly check Follow Up Boss to ensure leads and activity are logged, and report on pipeline, listings, and year-to-date goals.
Update tasks in monday.com so the team leader can see current progress.
Develop and document processes and checklists as new agents join the team.
Use AI tools to work more efficiently.